Council and Committee Assistant

ABOUT US

Almost 1.2 million residents call York Region home making it one of the largest regions in Canada and the fastest growing with a population thats expected to grow to more than 2 million by 2041. Our geography which is comprised of about 1800 square kilometers over nine different municipalities is as beautiful interesting and diverse as our people.Local government is organized in a twotier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Consistently named one of Canadas Best Employers by Forbes we offer a collaborative progressive workplace that takes pride in our organizational culture and is committed to living The 13 Factors of Psychological Health and Safety in the Workplace aligned with our vision to create strong caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a fulltime employee and includes employermatched contributions.
• Employer of Choice Recognized as the highestranking government employer in Canada and fourth overall among 300 organizations.
• Benefits and Wellness Employees and their loved ones have access to a comprehensive employerpaid benefits plan that includes extended health dental and life insurance access to a 24/7 Employee and Family Assistance Programand corporate discounts and purchase plans for daytoday products and services.
• Inclusive and Diverse Workforce Were committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential participate freely in society and live with respect dignity and freedom from discrimination. Our robust Inclusion Diversity Equity and Accessibility program continues to grow and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE

Reporting to the Program Manager Council and Committee Services is responsible for providing administrative support for Council Committee and Board meeting processes including handling of confidential and sensitive incamera items drafting agendas including uploading public and private reports presentations and correspondence liaising with the Chairs Office Office of the CAO and Commissioners Offices with regard to Council/Committee administrative processes supporting inquiries and requests from elected officials senior management media and public is responsible for Regional Clerks general inbox including responding to emails from public and redirecting as appropriate.

WHAT YOULL BE DOING

Provides support to the Committee Coordinators by preparing draft meeting notices agendas forms extracts and correspondence subject to mandatory legislative and Council deadlines.
Processes reports memos and presentations to Council Committees and Boards and is responsible for entering information / uploading documents into eSCRIBE including private session material.
Receives confidential and sensitive incamera documents related to labourrelations solicitorclient privilege personnel and sensitive political issues and ensures document security.
Liaises with the Chairs Office CAOs Office and Commissioners Offices with regard to Council/Committee administrative processes.
Provides inperson support at public meetings regarding inquiries from public officials senior management media and public escalating issues where appropriate to the Clerk / Committee Coordinator.
Acts as an initial point of contact for responding to inquiries from members of the public at Council Committee and Board meetings.
Provides support to Committee Coordinators by drafting afterCouncil correspondence to external parties from Regional Clerk to advice of Councils decisions.
Manages the Regional Clerks general inbox responding to emails from public and redirecting where appropriate including referring claims against the Region to Legal Services and Risk Management.
Assists Access and Privacy staff with intake of Freedom of Information (FOI) applications including collection of deposit fees.
Logs various statistics for Council and Committee processes and provides tracking information for CAO Commissioners and Regional Clerk.
Compiles statistical and other data to prepare reports and documents related to services provided .
Performs filing in accordance with the Corporate Records and Information Management Classification Coding system and Department policies.

WHAT WERE LOOKING FOR

Successful completion of Community College Diploma in Legal or Business Administration (two years or more) or approved equivalent combination of education and experience.
Minimum two years experience providing committee support to a Municipal Council Board and/or Clerks Office
Knowledge of processes related to a municipal clerks legislated responsibilities
Knowledge of municipal organizations including political and organizational structure
Demonstrated experience providing administrative support in an environment with a broad variety of administrative and clerical functions with responsibilities with an emphasis on determining priorities and organizing activities of a diverse work assignment including customer service records management and report generation
Demonstrated competence in detailed editing and proofreading of agendas minutes and reports which can include sensitive and/or confidential information
Thorough knowledge of general office procedures including taking minutes editing reports and correspondence and electronic/manual records management file systems including security measures
Knowledge and demonstrated ability in corporate core competencies including communication innovation teamwork and collaboration and personal ownership.
Computer literacy utilizing MS Office software applications with proficiency in Word Excel Outlook Publisher Outlook and Records Management Software.